Admissions Coordinator

Position Title: Admissions Coordinator

Reporting To: Senior Manager of Admissions and Pet Resources

Compensation: $21-27/hour DOE

Employment Type: Full-time, Non-Exempt

An hourly pay differential allowance of $.50 per hour may be paid to bilingual incumbents fluent in Spanish.

Are you looking for a job where you can make a difference? Do you want to join a team of people who are passionate about their work? Does your dream job include helping people and animals? Would you prefer a 4-day workweek and better work-life balance? If you answered yes, then the Admissions Coordinator position may be right for you!

Job Description

The Humane Society of Utah is looking for a collaborative leader with a passion for helping people and pets for the role of Admissions Coordinator. As an Admissions Coordinator, you will be responsible for leading a team dedicated to working with guardians to find the best solutions for their pets. The Admissions team is empathetic, non-judgmental, and able to solve problems in challenging situations. As an Admissions Coordinator, you will both assist and support the team with assessing individual situations. Our Admissions team offers support and resources to keep pets in their current homes, helps find alternative resources if retention is not possible, and intakes animals into our shelter program. When working with clients during consultations or intake, the Admissions team is responsible for the initial behavioral and medical assessment of animals and providing a plan for next steps.

Admissions Coordinators need to have excellent interpersonal skills and experience de-escalating emotionally charged situations. In addition, Admissions Coordinators need to demonstrate strong professional internal and external communication skills and an ability to problem-solve. Preference will be given to candidates with previous animal welfare experience, but it is not required.

Work Schedule

The Humane Society of Utah is open 7 days a week, 365 days per year. Position includes weekday, weekend and holiday hours requiring a flexible work schedule depending on needs.
Hours and days are subject to change based on department demands.

Under the direction of the Senior Manager of Admissions and Pet Resources in all activities and responsibilities, the Admissions Coordinator’s main purpose is to serve all internal and external customers in a professional, friendly, expedient, and courteous manner. The Admissions Coordinator is responsible for overseeing and coordinating the daily workflow of staff in Admissions and acts as a resource for staff and the public.

The Admissions Coordinator is able to perform the same duties as Admissions Counselors, along with leading the daily workflow of the Admissions team, including:

Collaborating with the other departments to execute pathway planning, minimize length of stay, and make the most sound placement decisions.
Problem-solving client situations and de-escalating when necessary.
Identifying and prioritizing the highest need intakes.
Helping to implement new practices/procedures.
Maintaining the highest standards of care for all animals within the facility.
Implementing coordination, movement, and appropriate sanitation to address contagion concerns.
Movement of animals within the building to the adoption floor.
Scheduling treatments and other medical care.

Required Skills/Qualifications

High school diploma or equivalent. Some college-level classes preferred.
Excellent organizational skills with strong attention to detail.
Strong customer service skills.
Demonstrated ability to work in a fast-paced environment.
Demonstrated ability to communicate effectively, both orally and in writing, with the public, fellow employees and volunteers.
Proficiency in Excel, Word, Outlook, and other computer skills that include the ability to prepare reports and maintain an efficient records system.
Valid Utah driver’s license and insurable driving record.
Self-motivated and well organized, able to manage multiple projects in a fast-paced work environment.

Preferred Skills/Qualifications

Training in social work/communications.
Professional experience in animal welfare/working with animals.
Knowledge of veterinary care/animal health.
Knowledge of animal behavior and body language.
Experience providing high level of service to customers.
Familiar and experienced with Shelterluv (shelter management database system).

Physical Requirements/Work Environment

Ability to stand, walk, stoop, kneel, crouch, climb and manipulate (lift, carry, move) up to 50 pounds.
Ability to work outdoors in varying temperatures and climates.
Ability to work with animals of varying temperament in noisy conditions.
Ability to work with cleaning materials.
Ability to use strength and agility while working with active animals.
Responsible for presenting a neat and professional appearance to the public at all times.

Primary Responsibilities

Demonstrate by personal example the desired standards of conduct and work performance.
Provide conflict resolution for both staff and clients through direct and transparent communication.
Create a positive working climate that encourages the development of staff skills and abilities, and participate in staff training and mentorship.
Oversee day-to-day activities of staff, and give feedback as needed.
Work with the Senior Manager of Admissions and Pet Resources and other staff towards the goals of Community Resources programs.
Train and engage a team of volunteers who will help support adoption and outreach efforts.
Assist with hiring, onboarding, and training of new staff as needed.
Assist the Senior Manager of Admissions and Pet Resources with scheduling.
Assess, gather data, and document details of concerns and animal condition in suspected neglect/abuse cases.
Report welfare concerns to the appropriate jurisdiction and communicate necessary information about suspected neglect/abuse cases in a timely and professional manner with assistance from the Senior Manager of Admissions and Pet Resources, the Pet Resource Center Director, and/or the Executive Director as needed.
Manage data and follow up for reported welfare concerns and suspected neglect/abuse cases with assistance from the Senior Manager of Admissions and Pet Resources, the Pet Resource Center Director, and/or the Executive Director as needed.
Deliver high-level customer service to the HSU’s patrons.
Provide daily animal relinquishment, stray, and evaluation services.
Provide information about HSU resources and programs.
Provide end-of -life care for animals at their owner’s request.
Willingness to start EBI training within 3 months of hire, with the intention to be certified in the future
Interview patrons to gather information to create animal records in the Shelterluv database.
Manage emotionally difficult situations with strong communication skills.
Assist the Adoption staff with adoption counseling when necessary, and write specific behavior waivers for animals displaying high-risk behaviors.
Prepare and reconcile statements of daily financial transactions.
Safely handle, restrain, and move animals. This includes coordination and movement to address contagion concerns.
Perform basic behavior and health evaluations to determine path of animals.
Administer vaccinations and preventative medications.
Communicate with other departments to coordinate and assist with the care of shelter animals.
Contribute to and lead initiatives to improve processes and procedures.
Clean and sanitize evaluation and intake areas.
Treat all animals humanely, properly, and with compassion at all times, regardless of the situation or circumstance; promote a humane and caring attitude toward all animals at all times.
Maintain positive relationships with co-workers, managers, executive staff, volunteers, community pet owners, adopters, and other stakeholders.
Cheerfully acknowledge the presence of customers in all public areas, and interact with the public in a polite, professional, nonjudgmental manner at all times.
Other duties as assigned by the Executive Director or Pet Resource Center Director.

How to Apply

Please email a resume and cover letter to [email protected] and reference “Admissions Coordinator” in the Subject Line of your email. No phone calls, please. The position is open until filled.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by management. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.

At the Utah Humane Society, we don’t just accept difference – we celebrate it, we support it, and we thrive on it for the benefit of our employees, our animals, and our community. The Utah Humane Society of an equal opportunity employer. Employment at the Utah Humane Society is based solely on a person’s merit and qualifications directly related to professional competence. At the Utah Humane Society, we do not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age (40 and over), genetic information, veteran or military status, marital status, pregnancy or relation condition (including childbirth and breastfeeding), or any other basis protected by state or federal law.

It is the Utah Humane Society’s policy to comply with all applicable national, state, and local laws pertaining to nondiscrimination and equal opportunity. The organization’s EEO policy includes the full and complete support of the organization, including its Executive Director. Because it’s just the right thing to do. We hope you think so, too.